Executive Assistant I

Job description

The Executive Assistant I provides administrative support for the Vice President and management staff in the Auxiliary Services and Real Estate Department, performing well-defined clerical and administrative tasks under close supervision. Responsibilities include, but are not limited to: maintaining calendars according to established guidelines; maintaining department files and records, e.g., vehicle licenses, employee licenses; recording meeting minutes; processing routine vendor payments and expense reports for supervisor review; assisting with personnel file maintenance, sick and vacation accruals, and other related activities; preparing and distributing routine internal/external correspondence and notices; receiving and distributing incoming mail; and performing other duties as assigned.
The role also provides basic logistical support for departmental meetings and events by assisting with scheduling, materials preparation, and routine follow-up communications as directed by the supervisor.
• Ability to follow established procedures and complete routine tasks accurately and on time
• Ability to maintain organization in all work performed
• Basic knowledge of Microsoft Office Suite
• Ability to interact effectively and courteously with individuals of diverse cultural backgrounds
• Ability to maintain confidentiality in all work performed
• Good oral and written communication skills
• Ability to work under close supervision and to seek guidance from the supervisor on non-routine matters

REQUIRED EDUCATION AND EXPERIENCE
• High School Diploma or equivalent
• Up to two years of related administrative or clerical experience

PREFERRED QUALIFICATIONS
• Prior administrative or clerical support experience
• Familiarity with basic office procedures and recordkeeping